Loading...
HomeMy WebLinkAboutE-6 Resolution Authorizing Destruction of Certain Records in the office of City Clerk 0.)-)v I/ • • ej,\ : 4_, etcompi . "/ /' - AZUSA CONSENT CALENDAR TO: HONORABLE MAYOR AND CITY COUNCIL FROM: VERA MENDOZA, CITY CLERK DATE: DECEMBER 17, 2001 SUBJECT: RESOLUTION AUTHORIZING DESTRUCTION OF CERTAIN RECORDS IN THE OFFICE OF THE CITY CLERK. RECOMMENDATION Adopt Resolution authorizing the destruction of certain obsolete records in the City Clerk's Department. BACKGROUND Pursuant to California Government Code Section 34090 and the City of Azusa's Records Retention Schedule adopted April 16, 2001, with written approval from the City Attorney and approval of Council, staff can destroy certain obsolete records in the City Clerk's Office. All listed files have been reviewed by staff as well as the City Attorney and many of the files have far exceeded the timeline for destruction. FISCAL IMPACT The destruction of these records will reduce the cost of storage paid to our storage vendor. aqi0(/ *7A/ /t RESOLUTION NO. 01- A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF AZUSA AUTHORIZING THE DESTRUCTION OF CERTAIN RECORDS IN THE CITY CLERK'S DEPARTMENT THE CITY COUNCIL OF THE CITY OF AZUSA DOES RESOLVE AS FOLLOWS: SECTION 1. California Government Code Section 34090 and the City of Azusa's Records Retention Schedule adopted April 16, 2001, authorizes the destruction of certain City records upon the written approval of the city attorney and the adoption of a Resolution by the City Council authorizing such action. SECTION 2. The City Attorney has filed his/her written consent to the destruction of records, document, instruments,books and papers described hereinafter. SECTION 3. The following City records, documents, instruments, books or papers are no longer required and may be destroyed. 1. Statements of Economic Interests - dating 1970 - 1994. 2. Election records, i.e. Campaign Statements, Statements of Organization, and Campaign Disclosure Statements of unsuccessful candidates and committees over the required five year retention period. 3. Election miscellaneous items: demands, general correspondence, proofs of publication, nomination papers, notice of appointment as inspectors, inspectors declaration, receipt for official ballots, precinct supplies, petition (recall or others), certificate of packaging and sealing from inspector workers, roster of absentee ballots, absentee voter roster, record of recount, copies of ballot arguments and rebuttal arguments - from 1970's and 1980's, and have exceeded the two-year retention period.. SECTION 4. This resolution shall become effective immediately. SECTION 5. The City Clerk shall certify to the adoption of this resolution. ADOPTED AND APPROVED this 17`'' day of December, 2001. Mayor I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the City Council of the City of Azusa at a regular meeting there,held on the 17th day of December,2001,by the following vote of the Council: AYES: COUNCILMEMBERS: NOES: COUNCILMEMBERS: ABSENT: COUNCILMEMBERS: City Clerk City Attorney -2- 11/27/2001 13:16 FAX BEST BEST & KRIEGER t1002 LAW OFFICES OF $EST BEST & KRIEGER LLP November 27, 2001 MEMORANDUM TO: Juana Hernandez, Senior Office Specialist FROM: Nancy G. Stubbs,Paralegal RE: Destruction of Election Records and Statements of Economic Interest In response to your faxed request, I reviewed the lists of election documents and Statements of Economic Interest and verified the retention periods for these types of records. The majority of the records on your lists appear to be acceptable for destruction because they have exceeded the legally required retention periods. Following is a detailed explanation of which records can be destroyed: STATEMENTS OF ECONOMIC INTEREST Regarding the Statements of Economic Interest, all of those records appear to be acceptable to be destroyed. The longest period that these documents need to be kept is seven(7) years after the person's term has ended. If all the persons on your list ended their terms by 1994, then the seven-year requirement has been met and the records do not need to be kept any longer. (Gov. Code § 81009, subd. (b), (g).) ELECTION RECORDS Campaign Statements, Statements of Organization, Campaign Disclosure Statements Regarding the election records on your list, the Campaign Statements for candidates who were elected must be kept permanently. (Gov. Code § 81009, subd. (b).) This requirement also applies to Statements of Organization by committees who supported elected candidates and for "Campaign Disclosure Statements" made by successful candidates or committees for successful candidates. For the unsuccessful candidates and committees that supported them, the above described statements can be destroyed because their required five-year retention period is over. (Gov. Code sec. 81009, subds. (b), (g).) Other Election Records The other documents in your list of election records appear to be acceptable for destruction because they have all exceeded their legally required retention periods. To RVPUBINOSV623351 11/27/2001 13:17 FAX BEST BEST & KRIEGER Z003 LAW OFFICES OF BEST BEST & KRIEGER LIP substantiate the legal provisions for destruction of these records, the documents are listed below, as you described them, with the corresponding statutes regarding their retention periods: Demands Gov. Code § 34090 General Correspondence Gov. Code §34090 Proofs of Publication Gov. Code § 34090 Nomination Papers Elec. Code§ 17100 Notice of Appointment as Inspectors Elec. Code § 17503 Inspectors Declaration Elec. Code§ 17503 Receipt for Official Ballots, Precinct Supplies Elec. Code §§17302, 17304, 17306, 17505 Notice to Inspectors Elec. Code § 17503 Receipt of Election Supplies Elec. Code§§17302, 17304, 17306, 17505 Petition(Recall or other) Elec. Code §§ 17200, 17400 Certificate of Packaging and Sealing from Inspector Workers Gov. Code § 34090 Roster of Absentee Ballots Elec. Code§§ 17300, 17302 Absentee Voter Roster Elec. Code § 17300 Record of Recount Gov. Code§34090 Copies of Ballot Arguments Gov. Code§34090 and Rebuttal Arguments Additional Information Although sample ballots were not included in your lists, please be aware that sample ballots should be retained permanently. Also,certain items in your list are not specifically identified in the records retention statutes. They appear to be related to ballots and ballot materials, which have a six-month retention period under the Elections Code. However,to be safe, we have taken the conservative approach and applied the general two-year retention period provided by Government Code section 34090 to these items. Since these documents are dated in the 1970's and 1980's, obviously they have exceeded the two-year retention period and are acceptable for destruction. If you have any questions regarding this matter, please feel free to contact me at (909) 826-8377. avr[mwcs 3355 - 2- TABLE OF CONTENTS 1. General Municipal Election April 4, 1970 ✓ 2. General Municipal Election April 11, 1972 ✓ 3. General Municipal Election March 5, 1974 ✓ 4. Special Municipal Election Consolidated Election November 5, 1974 5. General Municipal Election March 2, 1976 ✓ 6. Special Municipal Election to Recall Bob Fry June 14, 1976 7. Special Election Consolidated Election November 8, 1977 8. General Municipal Election March 7, 1978 _ ---' 9. General Municipal Election April 8X 1980 ✓ 10. General Municipal Election April 13, 1982 ✓ 11. Special Municipal Election November 2, 1982 12. Special Municipal Election December 20, 1983 13. Special Municipal Recall Election September 13, 1983 10 __ --, 14. General Municipal Election April, 1984 V/ 15. General Municipal Election April 8, 1986 16. Special Municipal Election Azusa Greens October 6, 1987 ✓ 17. General Municipal Election April 12, 1988 18. Special Election November 8, 1988 19. General Municipal Election April 10, 1990 ✓ 20. General Municipal Election April 17, 1992 ,/ 21. General Municipal Election April 12, 1994 22. Special Municipal Election December 12, 1995 / Page 1 of 11 1. General Municipal Election April 4, 1970 I. Campaign Statement a. Donald Olejnik b. Adrian Beeson c.Robert Snyder d. Lucio Cruz I H. Demands III. General Correspondence IV. Nomination Papers a. Raymond Swatek b.Karl Morns c.Donald Clark d. Adrian-Beeeson e.Donald Olejnik f. Robert Snyder g. Jens J. Solem h.Lucio Cruz V. Notice of Appointment as Inspectors VI. Proofs&Publications VII. Record of Recount 2. General Municipal Election April 11, 1972 I. Campaign Statement a.Michael Castaneda b. Willard R. Decker ✓ c.Fernando A. Rubio V d. Theron Schudar e.Robert R. Snyder f.Donald Clark g.David Evans h. James F.Arkison i. Robert Fry si j. Lucio Cruz J II. Demands III. General Correspondence IV. Inspectors Declaration V. Nomination Papers a. Dean F. Klan b. Greg Gall c.Herbert Hill d. Robert E. Talley e.Michael Castaneda f.Willard R. Decker g. Fernando A. Rubio h. Theron Schudar VI. Notice of Appointments as Inspector Page 2 of 11 VII. Proofs&Publications VIII. Receipt for Official Ballots,Precinct Supplies 3. General Municipal Election March 5, 1974 I. Campaign Statements a. Citizens for Better Azusa b.Donald Clark c.David Evans d. Robert Fry I e.Robert Snyder II. Demands III. General Correspondence IV Inspectors Declaration V. Nomination Papers a.David Evans b. James F.Arkison c. Lucio Cruz d.Robert Fry e.Donald F. Clark f.Robert R. Snyder g.Jens Solem VI. Notice to Inspectors VII. Proofs&Publications VIII. Receipts of Election Supplies IX. Statement of Organization a. Robert Snyder 4. Special Municipal Election Consolidated Election November 5, 1974 I. General Correspondence II Proofs&Publications 5. General Municipal Election March 2, 1976 I. Demands II. General Correspondence III. Inspectors Declaration IV. Nomination Papers a. Rober E. Talley b. Adolph A. Solis c. Joe Camarena d. Jens Solem e.Fernando A. Rubio f.Wally Boyko g.Willard Decker h. David Evans V. Notice to Inspectors VI. Proofs&Publications VII. Receipts of Election Supplies Page 3 of 11 VIII. Statement of Organization a.Jens Solem b. David Evans c. Joe Camarena d. Wally Boyko e.Fernando Rubio 6. Special Municipal Election to Recall Bob Fry June 14, 1976 I. General Correspondence II Petition III. Proofs&Publications 7. Special Election Consolidated Election November 8, 1977 I. General Correspondence II. Proofs&Publications 8. General Municipal Election March 7, 1978 I. Campaign Statements a.Ducan Thomas b. June Hart ✓ c.James Arkison d. Wally Boyko e.Armando Camarena.1 f.Paul Mendoza H. Demands III. Inspectors Declaration IV Nomination Papers a. June Hart b. Eugene Moses c. Wally Boyko d. James Arkinson e. Lucio Cruz f.Paul Mendoza g. Thomas Ducan h.Armando Camarena i. Jens Solem V. Notice to Inspectors VI. Proofs&Publications 9. General Municipal Election April 8` , 1980 I. Campaign Statements a.Ralph Pedroza b. Art Morales c. June Hart,/ H. Demands III. General Correspondence N Inspectors Declaration Page4of 11 V. Nomination Papers a.Art Morales b.Robert E. Talley c.Ralph Pedroza d. Eugene Moses e.June Hart f.Adolph Solis g.Jens Solem h.Willard Decker I.Lucio Cruz VI. Notice to Inspectors VII. Proofs&Publications VIII. Receipts of Election Supplies IX Statement of Organization a.Robert E. Talley b.Adolph Solis c. Willard Decker d.Jens Solem e.June Hart f.Ralph Pedroza g.Lucio Cruz h. Eugene Moses I. Art Morales 10. General Municipal Election April 13, 1982 I. Campaign Statements a.Robert Fry ✓ b.Art Morales c. Jens Solem ✓ d.Lucio Cruz ,/ e.Families Concern for the Truth&Safety II. Demands III. General Correspondence IV. Inspectors Declaration V. Nomination Papers a. Art Morales b. Jens Solem c. Bruce Latta d. June Hart e. Lucio Cruz f. Robert Fry g. Eugene Moses h. Willard Decker . VI. Notice to Inspectors VII. Proofs&Publications VIII. Receipts of Election Supplies IX. Statement of Economic Interest Page 5 of 11 a. Robert Fry b. June Hart c. Jens Solem d. Art Morales e. Lucio Cruz f. Eugene Moses g. Bruce Latta 11. Special Municipal Election November 2, 1982 I. Campaign Statements a. Richard Grant b.Robert Fry./ II. Demands III. General Correspondence IV. Proofs&Publications V. Nomination Papers a. Robert Fry b. Lucio Cruz c.Richard Grant VI. Statement of Economic Interest a. Lucio Cruz b.Robert Fry c. Richard Grant 12. Special Municipal Election December 20, 1983 I. Certificate of Packaging and Sealing From Inspector Workers II. Candidate&Office Holder Campaign Statements a.Allan Bradford Anderson b.William Taylor c.Arthur Morales d. Ross Clark e.James Pride f. William Acker g. Joseph Beaulieu M. Demands IV. General Correspondence V. Inspectors Declaration VI. Nomination Papers a. James Clayton b. William L. Acker c. Armando L. Camarena d. James G. Pride e. William"Bill"Taylor f.Rose Clark g.Alan B. Anderson h. Joseph A. Beaulieu I.Arthur B. Morales Page 6 of 11 VII. Proofs&Publications VIII. Receipts of Official Ballots, Precinct Supplies IX. Roster of Absentee Ballots 13. Special Municipal Recall Election September 13, 1983 I. Campaign Statements&Statements of Organization a. Citizens Assisting to Save Azusa b.Azusa Citizens for Common Sense c. June Hart II. Demands III. General Correspondence IV. Proofs&Publications V. Recall Petition --- 14. General Municipal Election April 1984 I. Cart_ipaitatemAits of Jess 13:Committee to Retain the Election Process c. June Hart d.William Decker`- e.Theron Zaze Schudar f.Karon C.Valdivieso g. Joseph Beaulieu II. Certificate of Packaging and Sealing III. Demands IV. General Correspondence V. Inspectors Declaration VI. Nomination Papers a.Robert Talley b. Jess Avila c.Joseph Beaulieu d. Allan B.Anderson e. Eugene Moses f.Janeane Lepore g.Tim Theron h. Karon C. Valdivieso i. Adolph Solis j. Lucio Cruz k. James Clayton Cook 1. Bruce G. Latta m. June Hart n. William H.Acker VII. Proofs&Publications VIII. Roster of Absentee Ballots Page7of 11 15. General Municipal Election April 8, 1986 I. Certificate of Packaging and Sealing II. Copies of Ballot Arguments and Rebuttal Arguments III. Campaign Statements a. Herry Stemrich✓ b. Joseph Beaulien c. Richard Wedmian— (j)I CA IT ON d. Lucio Cruz ✓ e. Mike Falleta f.Armando Camarena IV. Demands V. General Correspondence VI. Inspectors Declaration VII. Nomination Papers a.Mike Falleta b.Herry Stemrich c. Richard Wedmian d.Armando Camarena e.Joseph Beaulien f. Lucio Cruz g. Eugene Moses h.Jennie Avila i. Bruce Latta VIII. Proofs&Publications IX. Roster of Absentee Ballots 16. Special Municipal Election Azusa Greens October 6, 1987 I. Azusa Greens a.Recipient Committee Campaign Statement Form#420 b.Recipient Committee Statement of Organization Form#405 c. Independent Expenditure and Major Donor committee Campaign Statement Form#461 d. Recipient Committee Statement of Organization Form#410 H. Demands III. General Correspondence IV. Inspectors Declaration V. Proofs&Publications VI. Roster of Absentee Ballots 17. General Municipal Election April 12, 1988 I. Absentee Voter Roster II. Certificate of Packaging& Sealing III. Candidates Statements&Nomination Papers a. Mike Falleta b. Todd Baker c. Adolph A. Solis d. James Clayton Cook e. Lucio Cruz Page 8 of 11 f. Harry Stemrich g. Conrad B. Bituin h. Bruce Latta i. Eugene Moses j.Anthony Naranjo k.Robert E.Talley IV. Demands V. General Correspondence VI. Inspectors Declaration VII. Proofs&Publications 18. Special Municipal Recall Election November 8, 1988 I. General Correspondence II. Demands III. Proofs&Publications IV. Recall Petition 19. General Municipal Election April 10, 1990 I. Candidates Statements&Nomination Papers a.Eugene F.Moses b.Arthur E. West c. Anthony D.Narrowing d. Yolanda Trejo e. John R. Dangleis f. Jennie B.Avila g. Stephen J. Alexander h. Bruce Latta II. Campaign Disclosure Statements a.R.I.G.H.T Committe b. Citizens Protecting Azusa c.Azusa Taxpayers Association d. Yolanda Trejo e.Bruce Latta f.Jennie Avila III. Certificates of Packaging and Sealing IV. Demands V. General Correspondence VI. Proofs&Publications VII. Receipts of Election Supplies VIII. Statement of Economic Interest a. Tony Narrowing b. Steven Alexander c. Eugene F. Moses d.John Dangleis e. Jennie Avila f. Yolanda Trejo g. Art West Page 9 of 11 20. General Municipal Election April)& 1992 I. Campaign Statements&Statement of Organization a. Positive Political Reform b. Inez Gutierrez c. Susie Galletta d. Golden Bean e.Yolanda Trejo f.Harry Stemrich V II. Demands III. General Correspondence IV. Nomination Papers a.Robert Talley b. Cristina Madrid c. Inez Gutierrez d.Harry Stemrich e. Golden Bean f. Susie Galleta g. Tony Narrowing h.Adolph A. Solis i. Eugene Moses V. Proofs&Publications VI. Receipts of Election Supplies VII. Roster of Absentee Ballots VIII. Statement of Economic Interest a. Gonden Bean b. Susie Galleta c. Inez Gutierrez d. Cristina Madrid e.Tony Narrowing f.Adolph A. Solis g.Harry Stemrich h. Robert E. Talley i. Yolanda Trejo j. Armando Camarena k. Don Flowers 1.Peggy R.Martinez m. Art Morales n. Charles Lewisnine o. Claro Perez p. Romy T. Pangilinan q. Harry L. Stemrich 21. General Municipal Election April 12, 1994 I. Campaign Statements&Statement of Organization a. Edward Cooney b. Art Morales Page 10 of 11 c. Peggy Martinez .✓ d.Tony Narrowing 2 rig x e. Harry Stemrich f. Charles Nine g.Armando Camarena✓ h. Don Flowers i. Romy Pangilinan j. Claro Perez II. Certificate of Packaging III. Demands IV. General Correspondence V. Nomination Papers a.Art Morales b. Peggy Martinez c. Diane Beebe d. David Hardison e. Stephen Alexander f.Tony Narrowing g.Harty Stemrich h.Charles Nine i. Armando Camarena j. Don Flowers k.Romy Pangilinan 1. John Dangleis m. Claro Perez VI. Notices of Appointment as Election Officers VII. Proofs&Publications VIII. Receipts of Election Supplies IX. Roster of Absentee Ballots 22. Special Municipal Election December 12, 1995 I. Campaign Disclosures Statements a. Citizens for Better Azusa b. Residents Against Gambling Establishments c. Souther California Border of Education Project d. Public Information Service (The Bicycle Club) II. Certificates of Packaging and Sealing III. Demands IV. General Correspondence V. Proofs&Publications VI. Receipts for Official Ballots and Election Supplies Page 11 of 11 STATEMENTS OF ECONOMIC INTEREST 1974 1975 1976 1977 1978 1979 1980 1981 1982 1983 1984 1985 1986 1987 1988 1989 1990 Akin, Kenneth x x x x x x Alaniz, Miguel _ x x x Alexander, Stephen x x Ali, Khairi x x x Allen, Paul x Allen, Sherrill x x x Alva, P. Jesse x x x Anderson, B.Alan x x Arkison, James x x Avila, B. Jennie x x x x x Bean, C. Golden x x x Beaulieu, Joseph x x Berndt, Edward Ivan x x Bituin, Conrad x x x Boyko,Wally x Bragg,Avis x x Briseo, Steven x Broderick,John Paul x x x Bruckner, E. Roy x Camarena,Armando x x x x Campbell, Glen Earl x x x Castaneda, Michael x x x x x x x x x x x Castro,Jesse R. x x Caswell, George x Cawte,Andrew John x x Chapman, Helen x x x Chudyk, Daniel John x x x Clark, Ross x Coffer, Jessie H x Conklin, Christine x x Cook, Clayton James x x x x x x Craig, Geoffrey J. x x x Cruz, Lucio D. x x x x x x x x x x x x x x Dangleis, John R x x x x x x x x x x x Davies, Louse x Day, Richard x x Decker, Willard R. x x x x x x x DeLoach, Robert A x Diaz, Frederick x x Donnelly, John P. I x Douglas, Michael D. x x Ducan, T. Everett x Dunn, Robert J. x Dyer, Ellen R. _ x x x Escoto,Arthur M. x x x Everton, William H. x Falletta, Mike x x x x x Fisher, Herbert x x Flowers, Don x x Fraijo, Raymond x x Francone, Joan A. x • STATEMENTS OF ECONOMIC INTEREST 1974 1975 1976 1977 1978 1979 1980 1981 1982 1983 1984 1985 1986 1987 1988 1989 1990 Fry, Robert G x x x x x x _ Fuentes, Julio J. x x x Garcia, Robert B. x _ Gomez, Suzanne x _ Gonzales, Frances x _ Guarrera, Joe x x x _ Gutierrez, Inez A x x x _ Harper, Judith Amy x Harrington, Eunice x x Hart,June W. x x x x x Hirota, Murray M x x Hoke, Harry R. x x Holliday, Michael B. x x x x x Hsu, Joseph F x x x Hughen, Jogh F. x x x x x Hunter, Lurece x x x x x x lwasczyszyn, Robert James, Dixon Allen _ x x x Jenks, Floyd C. x x x Jones,Anne B x Katchen, Gall Tina. i x Lara, Constance x x Latta, Bruce x x x x x x x x x Lepore, Janeane x Lesti,Art x Lopez, Candelario x x x Lopez, Gustavo x Mallins, Sye L x x Martin, Charles R. x x McCormick, Donna x x x Mendoza, Paul P. x Miller, Lance x x x Molina, William I x x x Morales,Arthur x x x x Moritz, Lyle A. x x x x x Moses, Eugene F. x x !x x x x x x x x x x Muniz, Calixto M. x Muniz, Lavonne A. f x x Murray, Gerald H. x Naranjo, Anthony x x x x Nelson, Byron C x x x Oshea, Jessie M x x x x x Pedroza, Louie H. x Perkins Richard E. x x Piper, Beverly x x Pride, James G. x Putrino, Elizabeth x Ramirez,Antonio Ramirez, David M x Redlay, William H x x Ripley, James P x x x